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Nature and Functions of Office

Nature and Functions of Office

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Published by Jinky B. Canobas

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Published by: Jinky B. Canobas on Jun 27, 2012
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Nature and Functions of Office
27.1 Introduction
Every modern organisation is required to have an office. Whether it is a Government department, business firm,school, hospital, or a voluntary organisation, the existence of an office is a must to enable necessary clerical andadministrative tasks to be performed properly. An office is required for collection, arrangement, retention anddissemination (communication) of right information at the right time and to the right person. Its activities such as mailhandling, filing, indexing, copying, telephone handling etc. must be controlled and supervised properly. An officemanager controls all the frequently performed duties in an office. The office manager performs the managerialfunctions, namely planning, organising, staffing, directing, and controlling.
In this lesson you will learn about the meaning of ‘Office’, functions of a
 modern office and the need for and importance of office.
27.2 Objectives
After studying this lesson, you will be able to :
• state t
he meaning and objectives of office;
• describe the functions of a modern office;
 
• explain the need for and importance of office to business enterprises.2:: Business Studies
 
27.3 Office
Meaning and Objectives
If you visit a firm, school or hospital you will find that a number of activities are being performed, such as lettersreceived, despatched, typing, photocopying, word processing, filing, handling of office machines etc. The place whereall such activities are performed is known as office. Thus office is a service department of an organisation, which isconnected with the handling of records and provision of various services like typing, dupl i c a t ing, ma i l ing, f i l ing,handl ing off i c e ma chine s , ke eping r e cords , d r a f t i n g , us ing informa t ion, handl ing money and othe r mis c e l l aneous activities.Definition of officeSome of the popular definitions of office are as follows:
‘‘Office is a place where clerical operations are carried on’’.
Denyer, J.C.
‘‘Offi
ce is a unit where relevant records for the purpose of control, planning and efficient management of theorganisation are prepared, handled and preserved. It provides facilities for internal and external communicationand coordinates activities of differen
t departments of the organisation’’. —
Littlefield, Rachel and Caruth.The above definitions highlight the following characteristics
 
• collecting information
 
• processing information
 
• storing information
 
 
• coordinating information
 
• distributing informati
onTherefore, an office may be defined as a place where all the activities concerned with collecting, processing, storing anddistributing information for efficient and effective management of an organisation are carried out. In every modernorganisation, be it a business concern or a Government department, there has to be an office. It is essential for theefficient management of the organisation.Objectives of an officeThe main objectives of an office are as follows:(1) Aid to Management:Nature and functions of office :: 3 The office provides aid to management in performing thefollowing functions:( a ) Direction: Direction and guidance of management to various sections and departments are issued through theoffice.(b) Commu n i c a t i o n : The off i c e s e r v e s a s a c ommu n i c a t i o n channel between different parts of theorganisation. It handles mail.( c ) Planning: The off i c e he lps management in pl anning for smo o t h f u n c t i o n i n g a n d p r o g r e s s o t h e o rg a n i s a t i o n b y providing necessary information and data.(d) Coordination: The office also facilitates co-ordination by maintaining links among departments.(2) Preserving RecordsThe office maintains necessary books and records of the organisation.(3) Providing InformationIt provides the right kind of information to management at the right time.(4) Providing Office ServicesIt provides clerical and secretarial services to different executives.(5) Distribution of workThe off i c e di s t r ibut e s the work among va r ious employe e s and identifies their duties and functions.(6) Selection and AppointmentIt also handles selection and appointment of employees.In shor t , the off i c e i s an impor t ant and indi spens abl e pa r t of eve ryorganisation.Intext Questions 27.1I . Fill in the blanks by selecting a suitable word given in the bracket.
 
( a ) Every modern organisation is required to have an __________(shop, office).(b) An o ff i c e i s n e c e s s a r y t o p e r f o rm _ _ _ _ _ _ _ _ _ _ d u t i e s .(clerical, managerial)4:: Business Studies( c ) The office is a __________ department of an organisation.(service, personnel)(d) An office not only performs __________ work but providesmany other services. (recording, planning, paper)( e ) More advanced and mechanised techniques of accounting isan essential characteristic of __________ scene of office.(past, present, future)(f) Preserving information is the chief __________ of a businessoffice. (aim, objective, function)I I . Fill in the blanks -( a ) Office means a place where all sorts of ________work isperformed.(b) Office is the __________centre of business.( c ) Office activities are concerned with collecting, storing and __________ information.(d) Office is a unit where relevant ________ of the organisationare prepared, handled and preserved.
27.4 Functions of a Modern Office
An office is primarily concerned with collection and supply of information. Accurate and up to da te informationrelating to organisation and othe r agencies affecting the organisation is always required for taking decisions and fo rm ulating policies . Besides , off ice h as assumed many othe r respo nsibilities , such as safeguardi ng assets , personnel manageme n t , procrement of assets etc., which are incidental to the primary function.Therefore, the functions of a modern office may be classified into twocategories:( a ) Basic functions, and

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